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Position Information

Position Title Principal Clerk - Bookkeeper

FLSA Non-Exempt

Primary Responsibilities

Position Summary

Reporting to the Bookstore Director, the Principal Clerk – Bookkeeper is responsible for managing financial transactions and reporting for the Bookstore. This includes processing invoices and reconciling credits, daily cash handling, monthly reporting, and supervising student workers. In addition to these financial responsibilities, the position includes standard sales associate duties, such as providing excellent customer service, assisting with inventory and merchandising, and supporting point-of-sale operations as needed. The role requires collaboration with buyers and the Director to maintain an efficient and successful bookstore operation.

Duties and Responsibilities

Accounts Payable

• Submit invoices through university payment systems and processes approval and payment.

• Verify invoices against Purchase Orders in Point of Sale.

• Audit and code Bookstore Purchasing Credit Card transactions in CentreSuite system.

Maintain receipts for every transaction.

• Reconcile credit memos, resolve vendor variances, and enter credits into the university

accounting system while collaborating with Buyers to ensure accuracy. Audit ageing credits,

request refunds, and recommend appropriate actions to the Director for uncollected credits.

• Reconcile vendor statements

• Track and monitor write-offs, including theft, store use, breakage, supplies, and markdowns,

while maintaining accurate records and documentation. Verify that adjustments to the point-

of-sale system are accurate and properly recorded.

• Maintaining ledger in spreadsheet of all transactions including vendor payments and credits

received,

• Maintain and organize all files including vendor statements, invoices, credit memos, and

inventory return documentation.

• Perform Month End reporting processes.

Accounts Receivable

• Perform end-of-day cash reconciliation, including preparing cash/charge transmittal forms for

management review and submission to the Business Office daily. Audit daily charge card

transactions, scholarships, online sales, and campus-wide account ( CWA ) transactions.

• Identify and address irregular transactions, such as drawer shortages or overages, escalating

significant discrepancies to the Director as needed.

• Maintain an accurate daily log or spreadsheet of sales and charge information for

management purposes.

• Collaborate with the Business Office to resolve any transaction-related issues.

• Set up and prepare cash drawers for the following day’s operations.

• Deliver Cash deposit to Business office weekly or more often as needed.

• Ensure adequate levels of change, bills, and coins are maintained for register operations.

• Monitor charge accounts for overdue balances and advise Director in collection actions

• Reconcile student scholarship and campus wide accounts purchases

• Coordinate, manage, and reconcile cash for all off-site events, such as book signings, sporting

events, and other activities.

• Oversee the financial and administrative aspects of book buyback, including obtaining,

reconciling, and returning excess funds, daily cash drawer reconciliation and reporting as well

as managing associated documentation. This is done in collaboration with the Textbook Clerk.

• Audit safe

- Create and maintain and update detailed step by step documentation of all processes in

Bookstore MS OneNote file.

Sales Associate Duties (expected of all Bookstore personnel)

o Customer service: Provide the highest level of customer service; ensure proper quality control of merchandise, maintain forms and cash levels, keep the checkout area neat and orderly. Maintain secure point-of-sale and monitor security system. Respond to customer needs, box or wrap merchandise, promote good will between Store/University and the customer/public. Check out customers at registers and support student workers at registers as needed.

o Cashier Support: Assist with oversight, training, and support student employees while working at cash registers and the front service desk. Train full-time employees on the operation of the POS and cashier processes.

o Provide first line sales floor security: Maintain awareness of potential shop lifting, respond appropriately to perceived shop lifting activities, respond to security gate alarms.

o Inventory: Assist in merchandise processing as requested; receive, price and stock merchandise, keep merchandise and displays neat and orderly; create in-store displays, help with advertising, actively participate in store merchandising meetings and strategy discussions. Perform periodic cycle counts and participate in the annual inventory process.

o Shipping/receiving: Prepare shipments and appropriate documentation for returns, mail orders, and other shipments; determine best method of and cost for shipping, maintain all logs, prepare reports as designated.

o Store maintenance: Supplement custodial service, including dusting, vacuuming, washing windows, mopping, and empty trash cans as needed. Perform routine maintenance on store fixtures and displays including painting and repair in emergency situations

o Textbook department: Provide assistance in the receiving, returns, physical inventory, counter clerk service, semester-end book buyback.

o Off-location sales: Participate in off-location sales events (University readings, etc.)

o Perform other related duties as assigned.

Shift Manager Duties

o Opening and Closing: Perform regularly scheduled shift manager duties including having

complete responsibility for opening and closing the store, as scheduled by Director.

o Respond to all store issues: Enforce store policies and procedures while maintaining a high

level of customer service.

o Start of the day duties: Responsible for opening the safe and maintaining proper cash levels in

all registers. Ensure that each register is prepared for the start of business.

o Supervision: Supervise student employees including assignment of tasks and provide any

necessary training.

Disclaimer

• This job description in no way states or implies that these are the only duties to be performed

by the employee occupying this position. Employees will be required to follow any other job-

related instructions and to perform any other job-related duties requested by their supervisor.

• The University reserves the right to add to or revise an employee’s job duties at any time at its

sole discretion.

Work Days/Schedule: Fulltime (37.5 hrs./week + occasional overtime), Variable Monday-Sunday, 12 months

Minimum Qualifications

Position requirements:

o A high school diploma and 2+ years of

recent accounting experience or equivalent formal training.

o At least 2 years in a customer service focused position

o Ability to work weekends and evenings as needed

o A proven track record of providing the highest level of customer service

o Intermediate technical knowledge required along with the desire and ability to grow technical

skills in retail business.

o Ability to take direction, follow instructions, and complete projects satisfactorily with or without close supervision.

o Basic arithmetic skills to include calculating percentages, discounts, and creation and use of

excel formulas.

+ Fluent use of in-store computer system—reports, inventory, ordering.

o Experience working in a technology driven work environment including the willingness to

embrace changing industry technology and trends

o Ability to work with/manage/move items up to 35 pounds

Preferred Qualifications

Salary $17.72 - $24.49 per hour CSEA Level 15.

Status (FT, PT, Seasonal, Temp) Full-time (12 months)

Posting Detail Information

Posting Number ST01309

Desired Start Date

Open Date (to accept applications)

Close Date (date applications will not be considered)

Open Until Filled Yes

Special Instructions to Applicant

Please complete application form and include contact information for at least three professional work references. Upload required documents in the “applicant documents” section.

All offers of employment are contingent upon successful completion of a background (including criminal records) check.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

+ Resume

+ Cover Letter/Letter of Application

Optional Documents